How to Write a Thank You Note to a Church Congregation

thank you note to a church congregationWriting a thank you note to church congregations or individual members isn't always at the top of to-do lists for pastors, clergy or church office officials, but it's necessary.

Why is it important to say thank you? There are many reasons, but first and foremost, writing a thank you note to a church congregation shows gratitude for a donation or time given to the church. This show of gratitude reminds members of the value their gift had and inspires more giving.

It's also just the right thing to do. The Bible, (1 Thessalonians 5:18) tells us to "give thanks in all circumstances; for this is God's will for you in Jesus". Thus, you are responsible to thank those who help the church.

There are many more important reasons churches should give thanks, especially in written form. One major consideration is tax concerns. Churches are tasked with being good stewards of their resources, and that includes being mindful of your members' donations and wealth. Your members have families they need to support. By giving them tax documentation included with your thank you note, you can ensure members can claim a tax deduction for their gifts. This safeguards their resources.

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How to Write a Thank You Note To a Church Congregation

Unsure how to write a thank-you note to your congregation? Afraid you won't be able to deliver the prose that eloquently conveys your message of thanks?

Don't worry. At Vanco, we've worked with tens of thousands of churches to grow donations and found a successful thank you note to a church congregation doesn't require flowery language or masterfully crafted sentences.

In fact, simply taking the time to send a thank you note is all many members want. You'll be surprised how many nonprofits don't give thanks for donations. One study conducted by Bloomerang, found that only 34% of nonprofits sent a physical acknowledgement letter through the mail. This lack of acknowledgement, whether it is taken as ingratitude or not, can have a huge impact on future donations. Bloomerang found that donor retention rates in 2019 were three times higher for repeat donors than first-time donors. This means it's imperative nonprofits, like churches, nurture the generosity of those who give, especially those who give routinely. 

As long as your thank you letter to church congregation members is sincere in its gratitude, it will do its job.

To help you create a sincere thank you note, we detail a few guidelines that are imperative, yet easy to follow. We also created a few examples you can use as templates for your own thank you notes.

Be Genuine and Friendly

It can be difficult to write thank you letters when dealing with a congregation.  There are so many of them. Before you start, pray for some inspiration to express your thankfulness in writing. 

Reflect on the action given by the congregation that sparked off the drafting of a thank you note. As you start writing, inspiration will follow and the words will flow. 


Be Personal, Emphasize Your Relationship

Where possible, make sure you address the letter to the person. Vagueness is a no no, as in "Dear Members" or "Friends".  You would not be satisfied or happy to receive a thank you note with this generalization, now would you?

Use their names where possible, this will convey that you care and are a friend as well as their leader. 

The language of your thank you should reflect the relationship you have with the person you are writing to.

For example, if you normally address your church member by Mr. Tutt, then use that form of greeting.  Alternatively, if you are on a more friendly basis, and call them Malcolm that is how you should address the thank you note. 

By communicating with these small personalized details, it shows that you have taken care and thought into writing your thank you note.

“Thanks for helping yesterday” as opposed to "Thank you for helping with the distribution of Bibles yesterday" sounds better, doesn't it?

But, by thinking deeper, you can go further. Try saying "Thank you for helping with the distribution of Bibles yesterday, this helping hand brought the written word to many".  It shows how grateful the church is to that person and how it impacts the church itself.   

There are no rules cast in stone. Write as if you are speaking how you normally do, to that person or the congregation as a whole.  

Keep the Congregation Informed

Recount how their donation or help has affected the church. This will inspire your congregation to repeat their donations in the future.

Congregation members want to be kept informed on how they have made a difference. 

Thank You Note Etiquette

Thank you notes should go out within 48 hours of receipt of the donation or action.

Make sure you do not even hint at further donations! Remember this is purely a way of saying thank you for a previous action or donation. Your thank you note should reflect only gratitude and nothing else.

Using Templates

There is nothing wrong with using templates.  But, templates are there only as a framework.  Change the template to suit each thank you note and the communicating style of the church.

Change templates each time you send a thank you note. This ensures your letters are different each time. You don't want a church member getting the same letter over and over again.  This could be off-putting and lead to disinterest on the part of the church member.

There is nothing as distasteful as receiving a poorly-worded letter that you obviously can see was a copy and paste work. 

Include Pictures and Photos

A picture can speak a thousand words! So, when creating thank you notes, it is a good idea to include some photos or pictures. Whatever you thanking the congregation or person for a picture will grab a reader's attention.

It also helps support the donation of time or money and shows concrete evidence that the gift has been used correctly and put to good use.

Include a Poem

The power of words should not be overestimated. It is important to vocalize your gratitude regularly to your congregation. You can find some creative ideas to say thank you here.

To raise and lighten up the spirits of a large congregation, you could create leaflets to be handed out at church. These could include, a poem, inspirational Bible verses, or a quote to raise and lighten up their spirits. Here are some examples to thank volunteers.

"Dedicated Hearts

Dedicated hearts like yours
Are not so easy to find.
It takes a special person to be
So generous and kind.

To care so much for your fellow man
Is a quality all too rare.
Yet you give of your time and talents,
For all in need to share.

So thank you for being a volunteer,
We're privileged to work with you.
We want you to know how treasured you are,
Not just today, but the whole year through."

View other volunteer thanking poems here

It's Important to Have a Signature

Make sure that the letter is signed by you personally and not by an arbitrary person who is helping you with your admin work.

By doing this you are showing your congregation community that their unselfish donations in whatever form it is, are meaningful and important. 

General Thank You Note Examples

Example 1 of a Thank You Note

The first example of a well-written thank-you note is to an individual church member and mentions what you’re thanking the person for and the effect their contribution has made. 

Dear John,

The church family and I wanted to say a big thank you for your donation of time and effort in helping in our Old Age Ministering during the past month.  I appreciate the care, time and energy you have given. 

You have definitely raised the level, and your guidance of the team has certainly been exemplary. We are definitely reaping the benefits from your ministering, and we could not have done it without you.

God be with you. Looking forward to seeing you at our next meeting!

Thank you,


Church Growth Pack Resource

(your name)

Example 2 of a Thank You Note

The second example, is a letter addressed to the whole congregation and has a personal tone to it as well. It also has a place for photos to engage the congregation.

Dear Congregation

The church and I would like to take this time out to say a heartfelt thank you to all of you, for coming together and helping at the fair.  I was filled with joy at seeing you all turn out with your donations of items for the "Help build the new bell tower" fundraiser! I am glad to let you know that we managed to achieve our goal and the building of a new bell tower will go ahead! Every little bit certainly helps!

(insert picture of the newly built bell tower here)

We have managed to see the hand of God at work. I will be forever grateful for your support, kindness, and love. Indeed you revealed the true foundation of this church is kindness and love.

May the grace of the Lord be with you all

Thank you,


(your name)

Example 3 of a Thank You Note

And, last but not least, a more formal letter to an individual member. Yet it still maintains a friendly air.

Dear Mr. Jones,

On behalf of the church, I wanted to express my sincere gratitude for your donation to the Children's Christmas Fund. We are happy about your support.

Through your donation, we have been able to accomplish hampers for all the children this year. You have truly made a difference and for this, we are extremely grateful!

Please feel free to contact me, if you have any specific questions, we would love the opportunity to thank you again!

With deepest gratitude, and warmest wishes,

Yours in Christ,


(your name)

Thank You Messages to Church Volunteers and Workers Templates

Writing a thank you letter to church volunteers can strengthen your ministry and improve your well-being. This can lead to growth in the future. 

But it's not easy to find the words to acknowledge amazing church volunteers and workers. Here are free thank you letter templates that will help you express your gratitude in a way that makes everyone happy. 

Thank You Message to Church Volunteers Template 1 

Dear [Volunteer’s Name], 

I wanted to take a moment to thank you for your service at [Church’s Name]. I know how much time, energy and love you put into the ministry here, and it's such a blessing to know that we can rely on you. 

Thank you for the hours you've spent assisting our church. Thank you for being a friend to those who need it most. Most importantly, thank you for helping to make our church a vibrant, spiritual community. 

I know you have a lot of other duties in society — other churches, organizations or causes whose missions you support. That's why it means so much that you've chosen to spend some of your precious time here. This letter can't repay you for what you've given to our church, but I hope it will suffice as a token of my gratitude. 

We are grateful for your service, and we hope that you continue to be a part of our church family. Our ministry looks forward to seeing more of your smiling face at worship services every Sunday! 


[Your Name] 

Thank You Message to Church Workers Template 2 

Dear [Worker’s Name], 

Thank you so much for your work at [Church’s Name]! I have seen the difference that your position as [Job Title] has made in our community, and I wanted to take a moment to let you know that your hard work hasn't gone unnoticed. 

We rely on you to help us make sure we're doing everything we can to reach our community with the love of God. It's because of church workers like you that we're able to spread the gospel and improve our congregation. 

Your passion for serving others is an inspiration to us all. It's truly a blessing to have such a brilliant example of selfless love and faithfulness in our midst. 

I know the work can be difficult and you don't always see the results right away, but I hope you realize that your efforts are making a tremendous impact in our community. From what I've seen, you're doing a great job! 

I pray that God continues to use your strengths and talents in ways that will bless his kingdom. I hope that you continue this journey with us as we strive to bring glory to our Savior. We're so grateful for everything you do, and we can't wait to see what God has in store for you next! 

Warm Regards, 

[Your Name] 

Letter of Appreciation to Church Leaders

Even in our digital world, personalized letters still go a long way. In fact, they may even have a greater impact now, given how rare they have become. Written letters do require extra time and effort, but they are worth it in the long run. 

The good news is that you do not need to re-create the wheel to write a good letter — use this template for a letter of appreciation to church leaders. You can personalize it to your style and particular relationship with the leader and his or her family. 


Letter of Appreciation to Church Leaders Template 

Dear [Church Leader Name], 

I am writing to express my sincere gratitude for the hard work, devotion and leadership you have shown to our congregation. As I reflect on the past [year/several months], I am reminded that our church would not be able to fulfill our mission and calling without the service of people like you. I cannot thank you enough for the support and leadership you have shown throughout your time with our congregation. 

There are hundreds of uses of the verb “to serve” in the New Testament. But the one that most closely resembles service in ministry, or literally “to serve others," is “diakonia.” 

The word and its variations is used more than 30 times in the New Testament alone. It is central to Jesus’s teaching about the church and its followers. 

In fact, in Luke 22, at the Last Supper but following the meal, Jesus is attempting to assuage his disciples’ concerns. He also gives them instructions about how to live when he is gone. Among these directions, in verse 27, he says: 

“For who is greater, the one who is at the table or the one who serves? Is it not the one who is at the table? But I am among you as one who serves.” 

The world tells us that it is best to be served, to be the head, the leader, the authority. Common sense might lead us to believe this as well. But the words of Jesus compel us to turn what might seem natural and normal on its head, and to be the ones who serve. 

I know that we at [Church Name] understand this, but we must continually remind each other of it, both in our words and our deeds. It is through your service that we perpetuate this perspective and mission through our congregation. 

In closing, I want to express my thanks once again for your continued work and leadership at our church. It is a pleasure to serve as [priest/pastor/minister] for this congregation. May God continue to bless you and your family. 


[Your Name] 
[Your Title] 

Say Thank You

People who give of their time or donate to the church deserve gratitude and appreciation. Gratitude is a biblical virtue. Throughout the Bible, God calls us to be thankful and grateful to those who help us.

This can come in many forms. Verbal praise or the shake of the hand. But the most common and appreciative way to recognize church community donors is by writing a thank you note to a church congregation. Practice what you preach!

Looking for Letter Templates to Get Started?

Without a framework, or an example, crafting an appeal or a thank-you message can be cumbersome. That's why we built a complete guide that not only offers 105 letter samples and templates for nearly any situation, but also offers specific guidelines to help.

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